HomeMy WebLinkAboutHuman Resources Administrative Assistant Job Description 03 2023CITY OF MONROE
JOB DESCRIPTION
HUMAN RESOURCES ADMINISTRATIVE ASSISTANT
Supervised By: Director of Human Resources
Supervises: None
Position Summary:
Under the general supervision of an assigned department head, provides high level,
confidential, administrative support involving individual initiative, discretion and judgment
within the scope of assigned authority, for a large, multi-faceted operating department. This
position requires a high level of discretion and confidentiality and the ability to manage
relationships both internally and externally. May be assigned to any office within the scope of
city operations.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential
functions. These examples do not include all of the duties, which the employee may be
expected to perform. To perform this job successfully, an individual must be able to perform
each essential function satisfactorily.
1. Performs high level, confidential administrative work in support of the assigned
department. Serves as liaison for the department director and works directly with other
administrators, officials, employees, representatives of other governmental units,
businesses and the general public.
2. Receives and screens telephone calls and visitors. Explains departmental procedures
and operations and addresses complaints, inquiries and requests for service
independently. Follow-up on complaints, correspondence and transactions to ensure
deadlines, schedules and expiration dates are observed.
3. Manages the department and director calendars with the understanding and
anticipation of operational challenges and is able to manage/reschedule priorities
effectively and proactively. Prepares meeting logistics, coordinates preparation and
distribution of materials. Schedules appointments for the department, director and
other management staff. Maintains and cross-references calendars to ensure efficient
use of time and eliminate conflicts.
4. Maintains office inventories and purchases office equipment, supplies and services
according to established procedures.
5. Transcribes or independently composes and proofreads routine and complex
correspondence, memos, reports, administrative regulations, committee actions,
statistical tabulations and related documents and data for the director review and
approval.
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6. Reviews and prioritizes mail, drafts replies to routine correspondence and refers in-
depth matters to appropriate staff members.
7. Arranges and attends meetings. Assists the director in compiling and assembling
related agendas, documents, information and data. Records, prepares and distributes
minutes and follows-up on suspended items and other matters. May be required to
represent the director depending on the complexity of the matter.
8. Creates and maintains various databases and comprehensive record keeping and filing
systems, including the maintenance of confidential materials and information.
Prepares and manages specialized files and reports such as personnel files (new hires,
transfers, terminations and changes in job classifications), MIOSHA records, risk
assessments, workers compensation issues, recreation files and registration and others
as directed.
9. May be responsible for various bookkeeping such as the processing of accounts
payable and payroll, required follow-up and the maintenance of related files.
10. Assists with the compilation and maintenance of the d
requested. Generates reports to assist the director and other administrators in
developing budget requests, researches cost estimates and completes related
assignments.
11. Arranges and reconciles travel, related expense advancements and reports, petty cash
reimbursements, business credit cards, and miscellaneous records.
12. Plans, researches, implements and oversees various special projects and programs
particular to the department as assigned. This may include the development of
informational fliers and announcements, and the organization of special events.
13. Assists the director in creating and posting job openings internally and externally
candidate recruiting postings, phone screeners, interviewing, assessment, and
employee onboarding and offboarding.
14. Performs other related work as assigned and required.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and
minimum qualifications necessary to perform the essential functions of the position.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the job.
Requirements include the following:
• An with additional specialized training or college-level courses in
secretarial science, office management, or a related area, and three years of
secretarial experience, or an equivalent combination of education and experience
preferred.
• Works independently, proactively, and uses sound judgment skills daily.
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• Candidates with knowledge of personnel administration and knowledge of effective
office practices and management, demonstrated ability to perform a variety of office
tasks (such as accounts payable, development of data tables, preparing descriptions of
standard operating procedures, and using tickler systems), exercise good judgment,
and who demonstrate thoroughness and/or dependability may be given preference.
• Knowledge of the structure, policies, procedures, and regulations of municipal
government.
• Considerable knowledge of executive administrative office operations, procedures,
and practices.
• Ability to type with speed and accuracy and maintain complete confidentiality.
• Ability to gather data and prepare accurate and timely records, reports, notices,
memos, and letters.
• Ability to convey and understand information effectively and promptly through
speaking, hearing, reading, and writing.
• Ability to interact professionally, constructively, and diplomatically with top-level
administrators, other employees, representatives of the business community, other
governmental units, and the general public.
• Skill in the use of office equipment and technology, including Microsoft and Google
Suite applications and software specific to the department, and the ability to master
new technologies.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative
of those an employee encounters while performing the essential functions of the job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential functions.
While performing the duties of this job, the employee is regularly required to communicate in
person and by telephone, read regular and small print, view and produce written and
electronic documents and enter data on a computer keyboard with repetitive keystrokes. The
employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger,
handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of
up to 15 lbs. without assistance. Accommodation will be made, if needed, for office employees
required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is
quiet and sometimes moderate.
Updated on March 27, 2023